Request For Proposal
Consultancy to Review, Update, and/or Develop Rwanda ICT Chamber’s Policies and Procurement Manuals
Contents
SECTION 1: INSTRUCTIONS TO PROSPECTIVE BIDDERS 1
SECTION 2: ELIGIBILITY CRITERIA 3
SECTION 3: TERMS OF REFERENCE 4
1. Responsibilities of the Consulting Firm 5
2. Expected Deliverables, Payment Milestones, and Duration 6
3. Qualifications of the Firm: 7
4. Reporting Language and Evaluation of Proposals 7
5. Format of Bids 8

Section 1: Instructions To Prospective Bidders
Preparation of Proposals: You are requested to submit separate technical and financial proposals. You are advised to read the Revised Request for Proposal carefully. An electronic copy (in PDF) of the Request for Proposals shall be considered the original version.
Technical Proposals: Technical proposals should contain the following documents and information:
• A brief description of the firm’s organization and an outline of recent experience on assignments of a similar nature. For each assignment the outline should indicate among others, the profiles of the staff proposed duration of the assignment, the contract amount, and the firm’s involvement.
• Background and experience in reviewing and developing Strategic plans, especially for member-based Organizations.
• The consultant is expected to have practical experience in performance management and business continuity planning, strategic planning and performance targeting, monitoring, and evaluation.
• Description of the methodology and work plan for performing the assignment.
• Knowledge of recent developments (global, regional, and national) in the ICT sector and familiarity with the Social Development Goals and utilization of ICT.
• CVs of key staff;
• The consultant’s comments or suggestions on the TORs and appreciation of the assignment – the objectives, tasks, and deliverables
Financial Proposals: Financial proposals should contain the following documents and information:
A copy of the breakdown of Lump Sum Price form in this Part for each currency of your proposal, showing all costs for the assignment, broken down into professional fees, and reimbursable costs. The costs associated with the assignment shall be in RWF for all bidding firms.
Validity of Proposals: Proposals must remain valid for 15 calendar days from proposal submission date.
Submission of Proposals: The technical and financial proposals should be submitted separately, both clearly marked with the Firm’s name, ICT Chamber, and either “Technical Proposal” or “Financial Proposal” as appropriate.
Proposals (both technical and financial) must be submitted electronically to: procurement@ict.rw with a clear subject line: “Consultancy to Develop Five-year Strategic Plan of the ICT Chamber” and submitted by Thursday 22th September 2022 at 5:00 pm Central African Time (CAT). Proposals must be submitted in PDF format and as attachments to the email, any proposal submitted as a link or after the specified deadline won’t be considered.
Language of the tender and mode of communication
The communication medium shall be in writing. The bid, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the ICT Chamber, shall be written in English.

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Amendment to the tender document
At any time prior to the deadline for submission of bids, the ICT Chamber may amend the tender document by issuing an addendum. Any addendum issued shall be part of the tender document and shall be communicated in writing through email from the ICT Chamber, and it will be published on the platform where the original tender document will be posted.
To give prospective Bidders reasonable time in which to take an addendum into account in preparing their bids, the ICT Chamber may, at its discretion, extend the deadline for the submission of bids; in which case, all rights and obligations of the Chamber and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.
Late bids
The ICT Chamber shall not consider any bid that arrives after the deadline for submission of bids. Any bid received by the ICT Chamber after the deadline for submission of bids shall be declared late, rejected, and returned unopened to the Bidder.

Section 2: Eligibility Criteria
Eligibility Criteria: You are required to meet the following criteria to be eligible to participate in the procurement exercise:
• Have the legal capacity to enter into a contract;
• Not be insolvent, in receivership, bankrupt, or being wound up or subject to legal proceedings for any of these circumstances;
• Not have had your business activities suspended;
• Have fulfilled your obligations to pay taxes and social security contributions;
• Not to have a conflict of interest in relation to this procurement requirement;
We require you to submit copies of the following documents as evidence of eligibility attached to your bid
• Certificate of Incorporation or Trading license /Certificate of Registration for companies;
• Evidence of statutory compliance such as a valid tax clearance certificate and social security contributions certificate.
• Signed copy of code of ethical conduct in business for bidders.
NOTE: Failure to submit the above-required documents will lead to disqualification from Technical and Financial evaluation

Financial Criteria:
Pricing information should not appear in any other section of the proposal other than the financial proposal. Financial scores shall be determined by awarding a maximum of 30 points to the lowest priced proposal that has passed the minimal technical score and giving all other proposals a score that is proportionate to this.
Total scores: Total scores shall be determined using a weighting of 70% for technical proposals and 30% for financial proposals.
Best Evaluated Bid: The best-evaluated bid shall be the firm with the highest combined score and shall be recommended for the award of the contract.
Right to Reject: the ICT Chamber reserves the right to accept or reject any proposal or to cancel the procurement process and reject all proposals at any time prior to contract signature and issue by the Chamber, without incurring any liability to Consultants.
The ICT Chamber reserves the right, at its sole discretion, to reject all proposals received and seek fresh proposals, to negotiate further with one or more of the bidders, to defer the award of a contract, or cancel the competition and make no contract award, if appropriate.

Section 3: Terms Of Reference
General Context
Established in 2011, the Rwanda ICT Chamber is the leading partner for organizations to share experiences, network, and meet key players in the ICT sector. At ICT Chamber, we help our members to work with the right associations, companies, and individuals and ensure that they get the needed skills, opportunities, and tools to grow.
Our mission is to make Rwanda the leading ICT-Driven society.
Our vision is to be the leader in influencing the transformation of the economy and the culture through ICT.

Our Work
Our initiatives, informed and driven by evidence, strive to create change at multiple levels: in addition to working with tech entrepreneurs, we use campaigns to accelerate the digital transformation journey in other non-ICT sectors.
In partnership with the government of Rwanda, we've been able to set up various supporting mechanisms for early-stage startups and young tech entrepreneurs including hubs like kLab, FabLab, and 250STARTUPs. Additionally, the Chamber played an important role in getting more than a hundred IT equipment exempted from VAT.

About the Assignment
The objective of the assignment is to provide ICT Chamber with new, revised, and updated policies and procedures manuals which are consistent with the current operating environment and in line with best practices. Rwanda ICT Chamber wishes to procure an experienced consultancy firm to develop, review and update the company’s policies and procedures manuals.

1. Responsibilities of the Consulting Firm
ICT Chamber’s expectations from the consultant for this assignment include the following.
1. Conduct a preliminary assessment of the current setup and operations of the ICT Chamber and demonstrate understanding of the assignment in an inception report.
2. Obtain a deeper understanding of the ICT Chamber’s operations.
3. Review and update existing policies and procedures manual and develop new policies including accounting and finance procedure manual, procurement manual, Human Resources Management policy, risk management manual, ICT policy, Succession Planning Policy, Monitoring and Evaluation Procedures’ Manual, and ethics policies such as whistleblowing policy, anti-fraud, bribery and anti-corruption policy, conflict of interest policy, safeguarding and prevention of sexual harassment, exploitation, and abuse policy.
4. Test the updated and newly developed policies and procedures manuals with the relevant staff of the ICT Chamber.
5. Present the draft updated and newly developed policies and procedures manuals to both Management and the ICT Chamber Board of Directors.
6. Present the final policies and procedures manuals, having incorporated the feedback from (i & ii) above, to ICT Chamber.
2.Expected Deliverables, and Evaluation Criteria
2.1. The expected deliverables of this assignment are as follows:
1.
1. An inception report demonstrating understanding of the assignment, the methods of execution, and the work plan to ensure the deliverables outcome is in line with ICT Chamber’s expectations within two weeks after signing the contract.
2. Draft comprehensive Policies and Procedures Manuals, field tested and aligned with donor compliance/reporting requirements, pertinent existing laws & regulations of the Republic of Rwanda and International Financial Reporting Standards, and the current operations and set up of ICT Chamber within twelve weeks after signing the contract.
3. The draft policies and procedures manuals should be presented to the Management and Board of the ICT Chamber for comments, input, and recommendation(s) if any. Below is a list of policies to be reviewed, updated, and/or developed:
Policies/Manuals to be reviewed:
• Accounting and finance procedure manual,
• Procurement manual
• Human Resources Management policy
Policies/Manuals to be developed:
• Risk management manual
• ICT policy
• Succession Planning Policy
• Monitoring and Evaluation Procedures’ Manual and
• Ethics policies such as whistleblowing policy, anti-fraud, bribery, and anti-corruption policy, conflict of interest policy, safeguarding and prevention of sexual harassment, exploitation and abuse policy.
1. Final updated comprehensive existing Policies and Procedures with input from the presentations in (c) above.

2.2. Evaluation Criteria
Technical Criteria Weighting
Specific experience of the firm Have at least 5 years of professional experience in a consultancy firm. Have general experience in developing policies and procedures manuals. 5
Specific experience in the firm developing policies and procedures manuals for member-based associations, donor-funded organizations, or similar organizations. 5
The firm has experience in working in Rwanda, including outlier regions. for at least 5 years 5
Quality of the proposed team – Technical Experts Quality of the Team Leader.
• Have at least a master's Degree in Business Administration, Finance, Accounting, or Strategic Management, a member of a recognized Professional Accountancy/procurement/human resource management body with the experience of over 10 years in financial management, procurement management, human resource management, and Information Systems and at least four (04) assignments of a similar nature (10)
• Have excellent and proven experience in designing policies and procedures manuals (10).
• Have good writing skills with demonstrated experience documenting processes and procedures. A couple of examples would be an added advantage (10). 30
Quality of the proposed team: The team must demonstrate knowledge and experience (at least 5 years) in the different areas highlighted above. A good understanding of the best practices in designing policies and procedures manuals, donor funds requirements, and excellent report writing & presentation skills is an added advantage (10) 15
Methodology & Approach Adequacy of the proposed technical approach, methodology, and work plan in responding to the Terms of Reference:
• The extent to which the work plan is responding to the TOR is realistic and implementable (10).
• Consideration of timeline and detail of chart of progressing line with TOR timeline predictions (10). 20
Technical Total 80

2.3. Terms of Payment
SN Description Payment Amount
1 Upon delivery of an acceptable Inception Report. 20%
2 Upon presentation and approval of draft revised manuals to ICT Chamber Management. 30%
2 Upon presentation and approval of draft revised manuals to the ICT Chamber Board of Directors. 30%
4 Upon presentation and acceptance of final updated manuals, and training of key users. 20%
Total Disbursement 100%
1. Time frame
The consultant is expected to complete this assignment within 3 months from the date of signing the contract
1. Reporting Language and Evaluation of Proposals
The consultant will report to Rwanda ICT Chamber CEO. All reports/documents shall be presented in English.
1. Format of Bids
Technical and financial proposals should be submitted in PDF format via email (procurement@ict.rw) by Thursday, September 22, 2022.